Traveling with Liberty ISD. Covered Topics Lodging Meals Transportation Miscellaneous Charges Procedures and Forms Fuel Credit Cards

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Traveling with Liberty ISD Slide 2 Covered Topics Lodging Meals Transportation Miscellaneous Charges Procedures and Forms Fuel Credit Cards Slide 3 LODGING $85.00 per night per person excluding taxes(exceptions must have prior approval and follow state guidelines) No reimbursement for: Room service Movies Personal calls Other personal services Slide 4 MEALS Overnight stay required for employee meal reimbursement Employees must return itemized receipts Students must sign list indicating receipt of cash No alcohol Tips are not reimbursable Slide 5 EMPLOYEE MEALS Breakfast $7.00 Reimbursed with itemized receipt and overnight stay required Lunch $9.00 Reimbursed with itemized receipt and overnight stay required Dinner $20.00 Reimbursed with itemized receipt and overnight stay required Tips are not be reimbursable per IRS Guidelines Slide 6 BPA Qualifiers Slide 7 STUDENT MEALS $4.00 PER STUDENT PER MEAL Roster of students attending required before purchase order is entered List signed by students verifying receipt of meal money or actual receipts along with unused meal money must be returned to business office after trip Slide 8 TRANSPORTATION Slide 9 CHECK OUT DISTRICT VEHICLE WHENEVER AVAILABLE 5 passenger sedan 8 passenger SUV 15 passenger van (students may not ride in van) Slide 10 TRANSPORTATION Mileage reimbursement (currently $.50 per mile)if you must drive your own car when district vehicles are unavailable Use shortest route and record beginning and ending odometer readings If two or more employees travel with the same itinerary on the same dates only one may claim mileage reimbursement Slide 11 Red Ribbon Rally Austin Slide 12 Miscellaneous Charges Parking Tolls Registration Fees Public Transportation Submit receipts in order to receive reimbursement Slide 13 PROCEDURES Austin TX Courtesy of Bruce Wright Slide 14 Travel Reimbursement Submit purchase requisition Receive PO Complete Travel Expense Form- attach receipts Submit receipts and travel form to business office Receive reimbursement check Slide 15 Liberty ISD Slide 16 LISD VEHICLE PROCEDURES Before Trip Contact your front office for arrangements Receive confirmation-Driver Trip Sheet Report During Trip Pick up vehicle from Bus Barn at departure time Record times and odometer readings on Trip Sheet After Trip Return vehicle to Bus Barn Surrender keys and completed Driver Trip Sheet Report Slide 17 Slide 18 Slide 19 LISD FUEL CARDS Available when using district vehicle-NOT allowed for use with personal vehicle Sign for and pick up card from Mr. Hunt at the bus barn You MUST get receipts when using fuel cards Return card along with gas receipts, keys and trip sheet to Mr. Hunt After hours-seal everything in an envelope and drop in mail slot in garage door at bus barn Slide 20 RECEIPTS Must be itemized Must submit no later than 30 days after the trip Slide 21 ADVANCED TRAVEL FUNDS Submit Purchase Requisition approved by immediate supervisor at least 10 days before funds are needed Indicate when check is needed for pick up Not later than 10 days after trip submit receipts, travel form, student signature list and any unexpended funds to business office Failure to file timely travel reports with proper receipts/documentation may require you to repay the entire cash advance to the District